Administrator

The Pump House Surgery; England; On-site; GBP 20,000 - 28,000; Full time

Job summary

The Pump House Surgery is seeking a motivated administrative professional to join its friendly team in a busy General Practice.

You will greet patients, handle calls, manage appointments, process post and referrals, and support staff with clerical tasks while ensuring patient confidentiality. A flexible approach and good IT skills are essential for this role.

Qualifications

• Previous General Practice experience is advantageous but not required.
• Strong IT skills and ability to handle confidential information.

Responsibilities

• Welcoming patients to the surgery in a professional and friendly manner.
• Handling incoming telephone calls and booking appointments.
• Processing incoming post and other communications.
• Actioning tasks within the clinical system.
• Processing referrals.
• Undertaking a variety of administrative duties to support the smooth running of the practice.
• Work in a polite, confidential and discreet manner, respecting patients at all times.

Skills

IT skills

Teamwork

Communication

Tools

SystmOne

Job description

We are looking for a motivated and reliable individual to join our friendly administrative team within a busy General Practice.

The successful applicant will be flexible, have a positive attitude, and demonstrate strong teamwork and communication skills, alongside a commitment to delivering an excellent standard of patient care. Applicants must also possess strong IT skills. You will be expected to work in a polite, confidential, and discreet manner, respecting patients at all times.

There is an expectation for the successful candidate to work additional hours when required and to be flexible with shifts in order to cover annual leave and planned absences.

Main duties of the job

Key Duties and Responsibilities:

• Welcoming patients to the surgery in a professional and friendly manner
• Handling incoming telephone calls and booking appointments
• Processing incoming post and other communications
• Actioning tasks within the clinical system
• Processing referrals
• Undertaking a variety of administrative duties to support the smooth running of the practice
• Work in a polite, confidential and discreet manner, respecting patients at all times.

About us

We are awell-established dispensing rural practice with nearly 8300 patients. We useSystmOne. We are committed to quality andinnovation within a positive and supportive culture.

Job responsibilities

Greet, assist, and direct patients and visitors in a courteous,professional manner.

Manage incoming telephone calls, messages, and appointmentbookings.

Explain Practice procedures and services to patients.

Deal with urgent patient requests using sound judgement and in acalm, organised manner.

Appointments & Communication

Maintain and monitor the appointment system.

Facilitate communication between patients and clinicians.

Process messages, referrals, and documentation in line withPractice procedures.

Administrative Support

Manage incoming and outgoing mail and correspondence.

File, scan, and code patient records and hospital lettersaccurately.

Support clinical and administrative staff with general clericaltasks.

Enter patient data and update records promptly and accurately.

Registrations

Manage patient registrations, temporary cover, and addresschanges.

Handle private services, including payment collection andissuing receipts.

Open and close the Practice premises securely, ensuring alarmsand equipment are correctly set.

Keep reception, waiting, and kitchen areas tidy andwell-stocked.

Ensure photocopiers, fax machines, and other office equipmentare operational.

Teamwork & Cover

Provide cover during staff absence or annual leave.

Participate in Practice meetings and training sessions asrequired.

Confidentiality

All Practice staff must maintain strict confidentialityregarding patient information and business operations.

Confidential data must only be shared with authorised personneland in accordance with GDPR, NHS guidelines, and the Practice's confidentialitypolicies.

Health & Safety

Follow all Health & Safety and Infection Control procedures.

Identify and report hazards promptly.

Keep all work and patient areas clean, tidy, and safe.

Participate in relevant training sessions annually.

Equality, Diversity & Inclusion

Treat all patients, colleagues, and visitors with dignity andrespect.

Support and promote a culture of inclusion andnon-discrimination.

Be responsive to the individual needs of patients and staff.

Safeguarding

The post-holder has a duty to safeguard and promote the welfareof children and vulnerable adults.

Remain vigilant and report any concerns or disclosures in linewith the Practices safeguarding policies and procedures.

Undertake mandatory safeguarding training and refreshers asrequired.

Act as a responsible and trusted member of the Practice team,maintaining professional boundaries and understanding your role in protectingindividuals from harm.

Personal & Professional Development

Participate in appraisals and performance reviews.

Take ownership of personal learning and development needs.

Contribute to the training and support of new team members, whenappropriate.

Quality and Continuous Improvement

Maintain high standards of accuracy and professionalism.

Take initiative to improve processes and service delivery.

Report quality or safety concerns promptly and constructively.

Communication

Communicate clearly and compassionately with patients andcolleagues.

Use appropriate methods for different patient needs, includinglanguage or accessibility requirements.

Contribute to a positive team environment through open andrespectful communication.

Service Development

Support the implementation of new systems, procedures, andservice improvements.

Participate in audits, quality checks, and evaluations asrequired.

Additional Notes

This job description is not exhaustive and may be subject tochange in line with Practice needs or service developments. You may be asked toundertake other duties consistent with your role and responsibilities.

Person Specification

Experience

• Previous General Practice experience and knowledge of SystmOne would be advantageous; however, full training will be provided.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.